Job Description

Executive Assistant to Director

The Executive Assistant provides high-level, confidential administrative and organisational support to the Director. The postholder ensures the smooth running of day-to-day operations, enabling the Director to focus on strategic priorities.

This role involves managing complex diaries, coordinating projects, preparing documentation, maintaining communication across multiple stakeholders, and ensuring efficient administration.

KEY RESPONSIBILITIESExecutive and Administrative Support

Provide professional executive assistance including diary, inbox, and travel management for the Director. Organise meetings, prepare agendas, collate papers, take minutes, and follow up on actions promptly. Draft, proofread, and edit correspondence, reports, presentations, and policies to a high standard. Manage purchase requisitions, expenses, and invoice processing in line with organisational policy. Coordinate communication between regional leaders and other departments to support effective collaboration. Prepare regular updates, briefings, and progress summaries for senior leadership review. Support the planning and organisation of regional meetings, workshops, and events.

Project and Operational Coordination

Assist with the management and monitoring of regional projects, ensuring progress against key milestones. Maintain accurate records and project documentation, producing regular summaries and reports. Liaise with internal teams and external partners to coordinate activities, share information, and track deliverables. Support the implementation of operational initiatives and maintain oversight of regional compliance requirements. Contribute to process improvements by identifying opportunities for greater efficiency and consistency.

Information and Data Management

Maintain accurate and confidential records, databases, and filing systems. Ensure effective document control and version management for all reports and policy documents. Manage central tracking tools for training, audits, and operational activity where relevant. Prepare reports and summaries for internal and external stakeholders, ensuring data accuracy and clarity.

General Responsibilities

Uphold organisational policies, including confidentiality, data protection, and equality, diversity and inclusion. Maintain a professional and approachable manner when dealing with colleagues and external contacts. Undertake appropriate professional development and participate in performance reviews. Support wider administrative teams during periods of high demand or staff absence. Promote a positive organisational culture of collaboration, integrity, and continuous improvement.

PERSON SPECIFICATION

Essential Skills and Experience

Proven experience providing high-level administrative or executive support in a complex or multi-site organisation. Exceptional organisational and time-management skills with strong attention to detail. Excellent written and verbal communication, with the ability to produce high-quality documents and reports. Competent in MS Office and digital collaboration tools (e.g. SharePoint, Smartsheet, or equivalent). Ability to handle sensitive information discreetly and maintain confidentiality at all times. Strong interpersonal skills and the ability to manage relationships across all levels.

Desirable

Experience within the education, public sector, or not-for-profit environment. Understanding of operational governance, compliance, or project coordination frameworks.

WORKING PATTERN

Full-time, 37.5 hours per week (Monday to Friday). Term-time schedule aligned with the academic calendar, with flexibility to support regional priorities and events.

SAFEGUARDING STATEMENT

This organisation is committed to safeguarding and promoting the welfare of children and young people. All staff are expected to share this commitment. Appointments are subject to an enhanced DBS check and satisfactory references in line with safer recruitment practices.

Please send your CV to apply.

Job Types: Full-time, Permanent

Pay: 42,000.00-48,000.00 per year

Benefits:

Free parking On-site parking Work from home
Work Location: Hybrid remote in Coventry CV1 1AH